NEMIS: How to Register & Track Learners’ Performance in Kenya

The National Education Management Information System (NEMIS) in Kenya is transforming educational data management by enabling institutions, government, and stakeholders to track and monitor learners’ academic progress. Launched in 2018, NEMIS assigns every student a unique six-character identifier, or Unique Personal Identifier (UPI), to ensure transparency and accurate record-keeping across all educational stages, from nursery to university.

As the education sector grows, challenges like exaggerated enrolment figures, ghost students, and administrative inefficiencies demand a solution like NEMIS, which is helping curb fraud, misallocation of resources, and inflated school census figures. Here’s a deep dive into what NEMIS is, how it works, and its significance for education in Kenya.

What is NEMIS?

NEMIS is a web-based data management system developed by Kenya’s Ministry of Education to track the status and mobility of learners, teachers, and resources across institutions. Designed to streamline data collection, NEMIS consolidates information to enable efficient education sector management and informed decision-making. It is utilized by a broad range of stakeholders, including the Ministry of Education, parents, teachers, and associations such as the Kenya Primary School Heads Association.

Key Objectives of NEMIS

NEMIS is designed to:

1. Improve data accuracy at the school level by creating unique identifiers for students and institutions.
2. Facilitate data sharing across educational agencies for smooth administration.
3. Support resource allocation by tracking infrastructure, personnel, and student performance.
4. Provide geographic data for educational planning through integrated Geographic Information System (GIS) functionality.

How to Register on NEMIS

For learners to be part of NEMIS, they need a UPI. Here’s the step-by-step process for creating a UPI and accessing the NEMIS platform:

1. Log in to NEMIS – Visit the NEMIS portal and use your credentials.
2. Register Learners – Go to the ‘Learner’ tab, select ‘View my learners,’ and enter the student’s details like name, date of birth, birth certificate number, nationality, and any special conditions.
3. Assign UPI – After saving details, the system generates a unique UPI for the learner.
4. Update Details – Ensure contact information and other necessary records are correctly entered.

UPI numbers facilitate the tracking of student progress and mobility across institutions, from primary school through higher education.

Benefits of NEMIS

1. Accurate School Referencing – Every institution has a unique school code, ensuring accurate and verified school registration data.
2. Student Accountability – NEMIS’s UPI aids in accurate capitation allocation, effectively eliminating ghost students.
3. Resource Allocation – Disaggregated learner data allows the Ministry to allocate resources efficiently.
4. Informed Planning and Decision-Making – NEMIS provides educational statistics to support effective planning and policy decisions.
5. Monitoring and Evaluation – Stakeholders can monitor school performance, enrolment rates, and resource usage with ease.

Modules of NEMIS

NEMIS comprises four main modules:

1. Institutions Module – Manages institutional data, infrastructure, utilities, teaching materials, and emergency reporting.
2. Learners Module – Tracks student details, progress, mobility, and performance.
3. Staff Module – Registers teaching and non-teaching staff and monitors their roles and mobility.
4. Finance Module – Manages fees, capitation, income, and expenditures, helping schools efficiently track financial data.

System Requirements for NEMIS

To access NEMIS effectively, institutions need:

• A 2.4 GHz processor and 1GB RAM
• Broadband connectivity (minimum 3G) for optimal data transfer and system interaction.
• Devices such as cameras, printers, and computers to facilitate data entry and photo capturing for student profiles.

Challenges and Future Enhancements

NEMIS has brought significant improvements to educational data management. However, some users argue that additional functionalities, like student admissions and transport management, could make it more comprehensive. For private institutions or those seeking more detailed administrative features, ERP systems can complement NEMIS, covering processes like fee collection, library management, and HR functionalities.

NEMIS is a vital tool in Kenya’s education sector, promoting transparency, efficiency, and accountability. As Kenya works toward better resource allocation and data-driven policy-making, NEMIS offers a solid foundation for effective education sector management.